Executive Coordinator

Job description

***This role is open to candidates based in LATAM, Africa, and Eastern Europe. Please note that as this role supports U.S.-based clients, candidates must be available to work during U.S. business hours aligned with the client’s time zone.*** Our client is a growing security and technology-focused company committed to delivering reliable solutions and exceptional service to its clients. As the business continues to grow, they are seeking an organized professional to strengthen executive coordination, client follow-through, administrative processes, and business documentation. ## Role Overview The **Executive Coordinator** will provide high-level administrative and coordination support to the CEO and Executive Director while ensuring important tasks, client needs, and recurring processes are consistently followed through. This role will serve as a central point of coordination across executive priorities, projects, client needs, administrative processes, and documentation. The Executive Coordinator will maintain action trackers, follow up with stakeholders, support client onboarding, maintain accurate records, coordinate administrative and financial follow-ups, and ensure important business information remains organized and accessible. The ideal candidate is highly organized, proactive, and comfortable supporting senior leadership while managing multiple stakeholders, deadlines, and follow-up items. ## Location **Fully Remote |** 9:00 AM - 5 PM EST ## Key Responsibilities ### Executive Support & Follow-Through - Manage and prioritize administrative follow-ups for the CEO and Executive Director, ensuring important tasks and commitments are completed. - Maintain a daily executive action tracker with tasks, owners, deadlines, status, and next steps. - Coordinate calendars, meetings, agendas, notes, and follow-up items as needed. - Track outstanding requests and follow up with internal and external stakeholders. - Prepare concise daily or weekly summaries highlighting open items, overdue follow-ups, client issues, and matters requiring executive attention. - Help executives stay organized and prepared for important meetings, conversations, and deadlines. - Proactively identify blocked, overdue, or escalation-ready items. ### Project & Task Coordination - Maintain project and task trackers for key business initiatives and recurring projects. - Track deadlines, owners, deliverables, dependencies, and follow-up items. - Coordinate with team members to keep projects moving and ensure commitments are completed. - Maintain a clear system of record for project status. - Support special projects and administrative initiatives as needed. ### Client & Business Coordination - Support day-to-day administrative communication and follow-up with clients. - Maintain accurate client information, contacts, documentation, and CRM records. - Coordinate client requests and route them to the appropriate internal team members. - Support proposal and follow-up processes by tracking outstanding items and next steps. - Assist with customer onboarding by coordinating documentation, contact information, meeting schedules, and internal handoffs. - Ensure client-related information remains organized and accessible across appropriate systems. ### Administrative & Financial Coordination - Coordinate invoice follow-ups and support Accounts Receivable tracking. - Prepare and maintain basic invoice, budget, and expense tracking documents as directed. - Coordinate with bookkeeping and finance resources to follow up on missing information or documentation. - Support recurring administrative processes and track associated deadlines. - Provide coordination and tracking support without making financial decisions or approving payments. ### Documentation & Business Continuity - Maintain organized records of key business information. - Document meeting notes, decisions, workflows, and follow-up items. - Maintain SOPs, templates, checklists, and recurring process documentation. - Ensure important contacts, documents, trackers, and workflows are accessible to appropriate team members. - Identify areas where critical information or processes depend heavily on one individual. - Support backup documentation and processes that improve business continuity. - Keep documentation current as processes evolve. ### Process & Productivity Support - Identify recurring administrative tasks that could be streamlined. - Help improve organization and efficiency across executive workflows. - Use AI tools such as ChatGPT to support research, documentation, organization, and productivity. - Support the CEO and leadership team with special projects as needed. ## Qualifications ### Experience - **2+ years of experience** as an Executive Assistant, Executive Coordinator, Administrative Coordinator, Project Coordinator, Operations Support professional, Client Coordinator, or in a similar role. - Demonstrated experience supporting senior leadership or managing multiple stakeholders. - Experience in a small or growing business is a plus. - Client-facing coordination experience is a plus. - Experience supporting invoicing or Accounts Receivable processes is a plus. - Experience supporting customer onboarding is a plus. - Experience creating SOPs and process documentation is a plus. ### Skills - Strong ability to organize and track executive priorities, deadlines, follow-ups, and action items. - Proficiency with Google Workspace, Microsoft Office, and spreadsheets. - Experience working with CRM and/or project management tools. - Ability to maintain accurate client and business records. - Ability to coordinate projects, tasks, stakeholders, and recurring administrative processes. - Ability to create and maintain SOPs, templates, checklists, and business documentation. - Experience using AI productivity tools such as ChatGPT or Claude is a plus. - Experience using AI or automation tools to improve administrative workflows is a plus. ## What Success Looks Like Within the first 90 days: - A reliable system is established for tracking the CEO’s priorities and follow-ups. - The amount of administrative work sitting with the CEO is reduced. - Client and internal follow-ups happen consistently. - CRM and business records remain accurate and up to date. - Key workflows have organized and accessible documentation. - Leadership has improved visibility into outstanding invoices and administrative items. - Important meeting notes, decisions, contacts, and action items are consistently captured. - Dependency on individual team members remembering critical information is reduced. - The CEO receives a clear and concise view of what requires attention each day or week. ## Opportunity This role offers the opportunity to work closely with senior leadership while becoming a central point of coordination across executive priorities, client needs, projects, documentation, and recurring administrative processes. The **Executive Coordinator** will help create stronger systems for follow-through, organization, and business continuity while reducing the administrative workload carried by leadership. ### **Application Process:** ### To be considered for this role these steps need to be followed: - Fill in the application form - Record a video showcasing your skill sets